The purpose of the Administration Assistant BSM position is to provide a wide variety of clerical assignments in support of the operations team. S/he is required to keep complete, comprehensive, and up-to-date records of BSM-related matters and support the daily administrative operations of the unit. The position provides key support in areas of administration and office management. This includes maintaining cross-departmental relationships, establishing a documentation system and handling the proper filing of documents, availing stationary, consumables, and other secretarial support, and assisting in meeting organization and ensuring the smooth running of the Unit. S/he will facilitate travel and event-related requests including visas and subsequent security briefs for visitors.
II. Duties and Responsibilities:
Job Responsibility #1: Administrative support (40%)
Petty cash handling - managing petty cash, making payments under petty cash limit, and settling for reimbursements.
Receive visitors, provide information, and direct them to the person expecting the visitor (s).
Provide proactive administrative support to the BSM unit including, but not limited to, the first point of contact with internal/external parties, confirming appointments, etc…
Direct e-mail messages, letters, and faxes to the right person or department.
Ensure the timely and efficient dispatch and receipt of all communications.
Type circulars, memos, reports, confidential letters etc.. for assigned units.
Reply to basic letters and queries as agreed with the manager.
Translate correspondence between English and Amharic as required.
Provide overall support to the unit coordinating with the office admin coordinator for repair and maintenance of office equipment and the storekeeper for receipt of office supplies.
Ensure that the necessary stationery is available on time.
Operate the telephone switchboard.
Check monthly telephone and fax bill and report any rejected costs to the office coordinator.
Raise PRs in People Soft for the Operations team. Follow up same for the timely supply of requested items.
Assist senior managers, CD, and DCD with their plans regarding travel and any other support on their day-to-day activities as needed.
Job Responsibility #2: Travel and events booking (10%)
Provide the operations team with all required support regarding travel and event-related requests.
Communicate schedule for visitors and provide required information to facilitate visa requests, transport, and accommodation requests and ensure visitors receive security briefings upon arrival in the Country and that they provide the necessary information to the office admin coordinator as an emergency preparedness measure.
Submit requests for internal meeting room utilization and external event booking to the travel and events officer.
Provide feedback on services rendered on regular basis.
Participate in regular meetings of the admin assistant pool led by the Office coordinator to improve processes and efficiencies.
Job Responsibility #3: Management of documents (20%)
Receive incoming mail and dispatch outgoing mail according to CARE Ethiopia’s mailing practices.
Collect and deliver incoming/outgoing correspondences from/to their respective destinations.
Establish an appropriate filing/documentation system for all documents under her/his custody, both physically and electronically.
Establish a system for ease of document identification and retrieval.
Register, and file documents, letters, circulars, and other forms of correspondence.
Keep custody of different types of contract agreements and sensitive organizational documents.
Job Responsibility #4: Photocopying, binding, and scanning (25%)
Handle photocopy and scanning requests.
Make copies or scans of correspondence, reports, etc… as requested.
Compile reports and other documents binding them when requested.
Keep custody of the unit stationery and always ensure its availability.
Ensure that photocopying, duplicating, and binding machines are properly working and support access to other admin assistants for use.
Job Responsibility #5: Other (5%)
III. GENDER EQUALITY
• Understanding and demonstrated commitment to the importance of gender, youth and social inclusion issues.
• Demonstrated commitment to principles of Gender Equity, Diversity, Inclusion and PSEAH (safeguarding), as evidenced in previous positions / programming
Job Requirements
IV. Qualifications
A) EDUCATION/TRAINING
Required:
B) EXPERIENCE
Required:
Desired:
Computer skills in PowerPoint, Word, Excel, etc.
Problem-Solving
Proactive, resourceful, capable of multi-tasking, and showing initiative.
Fluent in both spoken and written English and Amharic
Excellent communication and presentation skills
Well organized and able to work independently.
NGO experience
Knowledge of PEOPLESOFT software.
How To Apply
If you are interested to be part of our dynamic team, exciting work environment and contribute to CARE Ethiopia’s mission and vision, please send your CV (not more than 3 pages) and cover letter (not more than one page) through THIS LINK.
Only short-listed candidates will be contacted.
Make sure you indicate the position title and location on your application letter.
Passionate and dedicated candidates who meet the requirement are strongly encouraged to apply, especially women!
CARE seeks to improve the lives of the most marginalized, particularly women and girls. Our diversity is our strength. We encourage people from all backgrounds and experiences to apply.
CARE Ethiopia is committed to preventing all unwanted behavior at work. This includes sexual harassment, exploitation and abuse, and child abuse. We expect everyone who works for us to share this commitment by understanding and working within the CARE Safeguarding Policy and related framework. CARE Ethiopia has a zero-tolerance approach to any harm to, or exploitation of, a vulnerable adult or child by any of our staff, representatives, or partners.
CARE Ethiopia reserves the right to seek information from job applicants’ current and/or previous employers about incidents of sexual exploitation, sexual abuse and/or sexual harassment the applicant may have been found guilty to have committed or about which an investigation was in the process of being carried out at the time of the termination of the applicant’s employment with that employer.
By submitting the application, the job applicant confirms that s/he has no objection to CARE Ethiopia requesting the information specified above. All offers of employment will be subject to satisfactory references and appropriate screening checks
